POLAR2018 training

[vlraymond]

Summary

Three 1.5 hr workshops at POLAR2018 Room can hold 120 people, and is arranged in lecture style

Advertising Workshops

• Flyer design
• List of places to advertise training

To Dos

• [x] VR to write to Anja Schilling. Request: a time slot on either 6/18 (long session) or 6/19 (short session)
• [x] MJ to talk to NSF PM to see if we can re-allocate for international travel
• [x] identify trainer team
• [x] identify training topic/ structure
• [x] send short description of training to Anja
• [x] decide whether to have an ADC booth
• [x] VR check on room size for workshops
• [x] VR create questionnaire for participants / Develop a registration form (draft built off of previous applications for trainings)
• [x] register by 3/31/18 (early bird fee)
• [ ] prepare training materials (issues #45, #46, #47)
• [ ] Advertising trainings (ticket #35)

Staffing:

[vlraymond]

workshop description: https://docs.google.com/document/d/1SRyFJMNKxMAtC2WWK2LqpIIwS9dtYFNf5rCn1sYMykg/edit

[vlraymond]

Trainer team:

Amber VR / KM Matt is available if needed potential: bring additional staff if there is a booth to man

[vlraymond]

VR sent email to Anja about Booth options. Booths are possible, details are scant in the online brochure.

Heard back - no booths possible at this point

[vlraymond]

Some drafts: flyer_POLAR2018_8.pdf flyer_POLAR2018_6.pdf still very much in progress, looking for input.

goals: show breadth of Arctic research fields / situations

[aebudden]

These look good. Do you have editable versions of these that I could markup? Minor suggestions. Though, also thinking about branding - do we want to create a style for future materials?

[vlraymond]

not sure if this will work out ok but I moved copies of the indesign files in to the ADC g'drive, along with images

https://drive.google.com/drive/u/0/folders/1RAQm3Ged73YQFForw2PThyKy3BeeujNQ

[aebudden]

Need to develop a registration form and add URL to the flyer

[vlraymond]

VR check out the following items: https://github.com/NCEAS/arcticoptions

[vlraymond]

can we circle back to this flyer this week? I'd like to have it finalized and start publicizing the workshops asap. Needed next steps:

• [ ] design review
• [ ] design finalized
• [ ] question posed by Amber - do we need a registration form with URL on flyer?

[vlraymond]

Kathryn did some create layout clean-up on this poster. https://drive.google.com/open?id=1wnCDHg-Zui87EHgjfoHuPldge5TnHE47

[aebudden]

Re the poster, some comments:

• Not a fan of the thick blue borders around the title and the learn more
• Opening para: singular training?
• Box 1: Typo Management
• Box 3: typo Publishing
• Footnote: Typo National

Do we have the design files for the Data Fellow Flyer? It might be useful to replicate some of that styling for branding / consistency?

[vlraymond]

Pinged Lauren on slack this a.m. to see if she made those fliers and if we could use her files as a template.

[vlraymond]

VR got files from Thomas and added them to the ADC g'drive Printables folder

[vlraymond]

VR emailed Anja Schilling w question about room size of Schwarzhorn A

From Anja;

Thank you for your email. Room A Schwarzhorn is one of the parallel session rooms. They are all set up with concert seating, which means rows of chairs without tables. They have a lectern/speaker table at the front and are equipped with an LCD projector and a speaker system, as well as an IP plus line for cable internet - Wlan is available everywhere. There is a presenting laptop from the parallel sessions, which can be used for meetings, if needed. Otherwise you can attach your own laptop. The room fits around 120 people. It becomes available once sessions end and needs to be given back in time for the next session after lunch to start, which is best about 10min before 2pm so that the session room staff can make sure all the presentations for the next meeting are up and running.

I hope, this helps for the planning. Detailed information for side meeting organizers will be sent towards the end of March.

[vlraymond]

Looking at making flight and hotel arrangements and registration for OSC and AOS. We should put out heads together and make a travel plan before Amber leaves next week.

Full Registration: 750 CHF ($799 USD) Hotel (6/17 to 6/24): 1100 CHF ($1172 USD)

additional person:

[vlraymond]

@aebudden this is the latest draft of the POLAR2018 flyer, using the Data Science Fellowship advert as a template.

ADC_outreach_POLAR2018_16.pdf ADC_outreach_POLAR2018.indd which lives in ArcticDataCenter>outreach>_press and marketing materials>POLAR2018

[aebudden]

Uploaded a new flyer - there were a few things slightly out of alignment. When tidying up, I noticed some inherited issues too so cleaned them at the same time (different box sizes etc). I changed the font type in the lower section as I felt the uppercase titles were hard to read - this might not be better. Few other minor edits. Note: I had to download the full polar folder since to get the linked out images. Even so, I wasn't able to recreate with the ADC logo since that was a link out to your desktop. Some fonts might not be there for the same reason.

[vlraymond]

It's beautiful. Making this our "template" for flyers going forward. Apologies about linking images issues, will clean up my act.

I think this is now ready to go with one remaining question: Should we be directing people to training.arcticdata.io, arcticdata.io/training, or just arcticdata.io

Next step:

• Resolve url question for training content
• VR draft a list of Arctic-specific places to blast out to and share that communication plan here.
• Release this flyer out into the world

[aebudden]

@kameyer Can you add this to our training page?

[aebudden]

For now, lets only share training.arcticdata.io with participants and not yet as a recruitment venue. Lets use arcticdata.io/training for that. In the case of POLAR 2018 - if there is not a POLAR 2018 page to link to, we should create one on arcticdata.io as we did for the summer workshop. In which case, you will need to change the bottom URL in that flyer.

[kameyer]

It looks like the training is listed here on the POLAR18 website: https://www.polar2018.org/side-meetings-osc.html

[vlraymond]

they are all listed there however we can't easily link to them

[aebudden]

Lets create a page where we can provide more full information and then link to the polar2018 one

[kameyer]

Webpage Live

[vlraymond]

VR create training tickets for each workshop